Prepare the Box Office for Closure

Once your database is sent to AMS for conversion, you will no longer be able to enter ticket sales, donations, or data of any kind. You may use it for reference, but not data entry. If your Box Office is required to be open during this time, please contact Arts Management System’s Marketing and Sales Department for further instructions about what you will need to do.

Send your database(s) to Arts Management Systems to start converting

Complete your End of Day in your current software application(s) and send the information to Arts Management you require to be imported into Theatre Manager. The actual date the data is required to be sent, will be provided to you by Arts Management.

Information to Prepare for Day 1 of Training

• The "Local" Administrator password for the database server. This may be a different password then the "Domain" Administrator account. This account is required for the database server only.
• If you have a Network Domain setup, the "Domain" Administrator user ID and password for the server and workstation(s)
• If you are not using a Network Domain setup, the "Local" Administrator user ID and password for workstation(s)
• If you are using a Wireless Network that will be used by the Onsite Trainer, the Wireless Network password
• Chart of Accounts (a list of the General Ledger accounts - just the account number and account description) used to maintain money received from patrons, revenues for events, gift certificates, donations, memberships, tax accounts, etc. ready and available for training
• Fiscal Year Starting Month (i.e. January 1, July 1, September 1)
• Venue Maps of the venue(s) (for reserved seat sales) indicating the various sections, rows, and seats numbering patterns. Please ensure that this map is accurate to the actual physical seats in the venue. If you are unsure, please physically walk to the venue(s) prior to the trainer’s arrival and count the number of seats in each row to match them to the Venue Map. It has been our experience that over time and with possible changes to the venue itself, the Venue Map image may not represent the current physical venue layout.
• Brochures (these inform us of pricing options for single and season tickets)
• Organizational Chart
• Evening contact phone numbers (for data verification questions)
• Credit Card Merchant Account Setup Information
• Examples of Gift Certificates that you provide patrons
• Samples of existing ticket(s) that you are currently providing to the patrons. This will assist in designing the new ticket layout, which Theatre Manager will be printing.
• Samples of existing reports that you are currently use for event balancing and revenue accounting. These reports will be useful in determining which of the many reports in Theatre Manager are comparable to those you already work with.
• A pricing chart of the venue(s) indicating the various price levels based on where the patron sits, “scaled” or “tiered” houses. (if applicable)
• A pricing chart for the various ticket prices, including season packages the patron may purchase.
• A list of the various sales promotions used for discounting when selling tickets.
• A list of the upcoming events (dates and times) and the prices charged to the patrons for each event.
• Sample donation thank-you letter, donation solicitation request, pledge payment reminders that you would provide to a donor
• Sample marketing letters that you would provide to a patron

For a downloadable checklist of this information

Click Here

Prepare for the Remote Installation

• Review the information under Remote Installation of Software to verify that the required computer(s) are in place and the user id/password information required for the remote setup is ready